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Table of Contents: Project monitoring

Process description and steps

The general concepts of the Grant Management Services system also apply to the monitoring process. For a detailed description of the roles mentioned in this process, see the Roles and access rights in the H2020 Online Manual.

Steps for the consortium

Step: The coordinator uploads a reply to the assignment of experts letter received from the EU.

The coordinator will receive a notification to upload a reply to the assignment of experts letter received from the EU officer. 

(warning) Please note that the Project Monitoring Information letters are sent to the Coordinator to inform him about a forthcoming review and/or to inform him of the experts sent to the Primary Coordinator Contact (PCOCO).
To upload the reply the coordinator must log on to the Funding & Tenders Portal and access the relevant project. 

Click on the task "Project Monitoring Information Letter" to view the letter received from the EU officer. 

(warning) For European Innovation Council (EIC) accelerator projects only -  click on the task "Progress Meeting Information Letter" to view the letter received from the EU officer.

The letter is also stored under the process specific documents. 

Click "Upload" to upload a reply to the letter. 

Click "add new attachment".

Once you uploaded the reply, click "OK". 

Your reply will be stored under "process documents". 

Click "Complete" to submit your reply to the EU. 

The Consortium may object to the assignment of one or more experts (only on the grounds of commercial confidentiality). In this case, a series of exchanges with the EU will occur: the EU will send a different letter with new experts to complete the list and/or to replace the ones rejected by the Consortium. 

Steps for the Project Monitoring experts

Step 1:  All experts (rapporteur included) edit their own Individual Review Report and then submit it to the Rapporteur. 

(warning) Please note that this step doesn't apply in case of a review without experts

A. Editing your Individual Review Report

(info) The experts (rapporteur included) perform this action. 

Click on the task "Individual Review Report" and start editing.


(warning) For European Innovation Council (EIC) accelerator projects only - Experts will receive a personal notification (PNS) for a process called Project Monitoring for Progress Meeting.

*Please note that this process is only launched after the expert's contract has been signed.


The relevant documents can be consulted by clicking on the Document Library button. There you can order by several criteria, but you may find that ordering by process is the easiest for you. 

During a project review, you will also have an additional direct link to the Innovation Radar review form.
Though it appears to all Experts, the link is applicable only to the Expert that has this task in addition to his project review task.
Complete the requested information for each tab and Save. Click the Validation button to see whether you have filled in all information correctly.

A.1. Completing the information for the Report Core tab. 

If needed, click on to enlarge the description/comment box. An additional pop-up is displayed, containing the comment:

The review questions are  numbered in the Review Report Core screen. Therefore, the error messages are also more specific: they display the corresponding number to each section they are referring to.

The questions are different for Mid-term Review Reports (for reviews linked to an intermediate reporting period or not linked to a reporting period) and Final Review Reports (for reviews linked to a final reporting period or for a project under termination). 



A.2. Completing the Deliverable Assessments tab.

(warning) Please note that only deliverables due for this Project Monitoring* and for which the assessment has not been finalised by the Project Officer (with the status "Accepted"/"Rejected") in Continuous Reporting need to be assessed.  

*Due for this Project Monitoring means: 

  • due during the linked reporting period (if the monitoring is linked to a reporting period) and all deliverables whose due date has passed and still need to be submitted 
  • due up to the start date of monitoring (if the monitoring is not linked to a reporting period)   

Deliverables can be filtered using the corresponding button as follows:

  • Only deliverables mandatory to assess

  • All deliverables


Deliverables removed through a passed Amendment are no more mandatory for assessment. However, the new ones created after the start of the Review are available and possibly mandatory to assess.

There are warnings displayed for the deliverables mandatory to assess:

The information under Del. Relative no., Title,  Est.Del. and Present Status columns is automatically retrieved from Continuous Reporting

To assess the deliverable double click on the corresponding row and complete the assessment details: 

  • check the deliverable details and select the appropriate assessment status
  • justify your decision by completing the comment box and click "OK".

If needed, click on  to enlarge the description/comment box.

You are required to include a comment when assessing the deliverable only if:

  • the deliverable is rejected (deliverable assessment status: REJECTED)
  • a revision of the deliverable is requested (deliverable assessment status: REQUEST_FOR_REVISION)

For all the other cases the comment is optional. Please note that even if a comment is introduced, the assessment of the deliverable is still mandatory. 

To modify the assessment status/comment for a deliverable, double click on the corresponding row. If you wish to reset (erase) both of them, click the corresponding "x" sign under the Actions column:


A.3. Completing the Milestone Assessments tab.

(warning) Please note that only items due for this Project Monitoring and for which the assessment has not been finalised by the Project Officer in Continuous Reporting need to be assessed.

*Due for this Project Monitoring means: 

  • due during the linked reporting period (if the monitoring is linked to a reporting period) and all milestones whose due date has passed and still need to be achieved 
  • due up to the start date of monitoring (if the monitoring is not linked to a reporting period)   

Milestones can be filtered using the corresponding button as follows:


  • Only milestones mandatory to assess

  • All milestones


(warning) 
Milestones removed through a passed Amendment are no more mandatory for assessment. However, the new ones created after the start of the Review are available and possibly mandatory to assess.

There are warnings  displayed for the milestones mandatory to assess:

The information under Title, Est.Del. and Present Achievement columns is automatically retrieved from Continuous Reporting

To assess the milestone double click on the corresponding row and complete the assessment details:

  • check the milestone details and select the appropriate assessment status
  • justify your decision by completing the comment box and click "OK".

If needed, click on to enlarge the description/comment box.


To modify the assessment status/comment for a milestone double click on the corresponding row. If you wish to reset (erase) both of them, click the corresponding "x" sign under the "Actions" column:

After completing all the tasks click on ValidateThen close the current screen and return to the Funding & Tenders Portal.


(warning) Please note that all incomplete actions/comments are listed in the validation report after clicking on Validate button.  


To finalise and submit the data, click the Submit button. 

(warning) If the Project Monitoring takes place during an ongoing Periodic Reporting and the Periodic Report has not yet been submitted by the Consortium, it will not be possible to submit an Individual Review Report (the Submit button will be deactivated).  


The submission is being processed...

Once the submission is processed, the process box turns blue to indicate that the completion of the Final Review Report is now in the hands of the rapporteur and the status is "reviewed". 

Once the action is completed, a PNS is sent to inform the Project Officer.

The Individual Review Report generation is also available for the Individual Experts performing the project review. The Review Report document can be accessed from the Document library or Documents section of the process.

Step 2: The rapporteur edits the Final Review Report  

(warning) Please note that this step doesn't apply in case of a review without experts

(info) The rapporteur performs this action. 

As soon as the rapporteur has submitted his/her own individual assessment report, he can already start editing the consolidated report, he will not be able to submit it though (unless all individual experts submitted their own reviews). 

(warning) For European Innovation Council (EIC) projects only - the consolidated report has been replaced by the generic template: "confirmation of attendance to Progress meeting".

Click on the task "Final Review Report" and start editing.

(warning)Please note that, if the Final Report has been sent back to the rapporteur, by one or more experts, for further review (see Step 4: The Final Report is approved/rejected by the experts and submitted to the EU), next to the task there will be an information icon that, when hovered over, will display the rejection reason. 

Review the Report Core

The Consolidated Report is displayed as below:

  • For each multiple-choice question, the choice of the Rapporteur's Individual Expert's Report is pre-selected:
    • Click the  button to display the most significant exploitable results delivered by the project during the period under review.
    • Click the  button to display these comments in the Individual Expert's review Assessment pop-up. For each question containing comments, the ordered list of each expert's comment (clearly separated) is displayed.     


  • If needed, click  to enlarge the description/comment box. An additional pop-up is displayed, containing the comment.

(warning) Please note that only answers from finalised Individual Experts' reports are displayed. 

  • The rapporteur can choose to clear all other experts' comments from the report by clicking the Clear Comments button.

The cleared comments will remain accessible for consultation when clicking  button next to each assessment.

  • Also, at validation, the rapporteur will be warned to proceed with the clean-up of the report and informed if there is any comment to be still deleted in the report. 

Review the Deliverables Assessment. 

(warning) Please note that only deliverables due to this Project Monitoring and for which the assessment has not been finalised in Continuous Reporting by the Project Officer need to be assessed. Deliverables can be filtered using the corresponding button as follows:

  • Only deliverables mandatory to assess

  • All deliverables

The rapporteur can choose to clear all other experts' comments from the report by clicking the Clear Comments button.

The cleared comments will remain accessible for consultation when clicking  button next to each assessment.

Also, at validation, the rapporteur will be warned to proceed with the clean-up of the report and informed if there is any comment to be still deleted in the report. 

Review the Milestones Assessment. 

The rapporteur can choose to clear all other experts' comments from the report by clicking the Clear Comments button.

The cleared comments will remain accessible for consultation when clicking  button next to each assessment.

Also, at validation, the rapporteur will be warned to proceed with the clean-up of the report and informed if there is any comment to be still deleted in the report. 

Then click Submit to submit your review to the approval of experts. 

(warning) If the Project Monitoring takes place during an ongoing Periodic Reporting and the Periodic Report has not yet been submitted by the Consortium, it will not be possible to submit the Final Review Report (the Submit button will be deactivated). 

The submission of the Final Report is being processed...

Once the submission is processed, the process box turns blue to indicate that the monitoring is now in the hands of the experts for approval and the status is "finalised". 

Once the action is completed, a PNS is sent to inform the Project Officer.

Step 3: The Final Report is approved/rejected by the experts and submitted to the EU 

(warning) Please note that this step doesn't apply in case of a review without experts

(info) The experts perform this action. 

Click on the task "Final Review Report" and start reviewing.

Review the information in the Final Report - all information will be read-only. 

To reject the Final Report, click the "Reject" button. 


Include the reasons for your rejection (this is a mandatory action). 

When you finished, click "Validate rejection". 

The rejection is being processed. 


The Final Report is re-submitted to the rapporteur for further editing and the project will go back to the "Reviewed" step in the metroline. 

To accept the Final Report, click the "Accept" button. 

The acceptation is processed and the project moves to the next step in the flow: "Approved"


(warning) Please note that once the last expert accepts the Final Report, the report is submitted to the EU for assessment.

Final steps

Step: The EU reviews the submitted Final Report

The EU reviews the submitted Final Report and accepts or rejects it back to the rapporteur.If the Final Report is accepted, the Coordinator will receive the task to review the results of EU assessment (please see the next step in the flow: Step 6: The Coordinator can contest the assessment of the EU). If the Final Report is rejected, the rapporteur receives once again the task to edit the "Final Review Report".  

The rejection reason is displayed when hovering over the info icon (print screen for rapporteur). 

 


The workflow restarts from Step: The rapporteur edits the Final Review Report. 

Step: The Coordinator can contest the assessment of the EU. 

The Consortium has 30 days to contest the assessment of the EU.The Coordinator receives the results of EU assessment and clicks "Review Report" to read the report. 

To download all documents of the Review Report, click the "Download" button. To download a particular document, click on its corresponding link. 

To upload your remarks on the Review Report, click the "Upload" button.

  Click "Add new attachment" to add your remarks to the response that will be sent to the EU.  

 

Once you uploaded all documents you would like to attach, click "OK".

The documents will be stored in the "Process documents" folder, under "Project Monitoring Observations". 

To send your remarks on the Review Report, click the "Complete" button. 

Your remarks have been sent and the task has been completed. 

After the 30 day contradictory review period has ended or after the evaluation of the submitted remarks by the EU, a Final Report Review Letter about the final outcome of the project review will be externalised to the Consortium in the Grant Management Services on the F & T Portal and the Coordinator will be notified via PNS in this sense.


 





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